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Creating Effective P&P Manual for Compliant Operations

Learn why creating a policy and procedure manual is essential for sound operations and compliant aid office. Find best practices, tips, and FSA outlines to help streamline your processes.

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Creating Effective P&P Manual for Compliant Operations

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  1. Policies & Procedures Your key to sound operations and a compliant aid office! Fall Conference November 3 - 6, 2019

  2. Is a Policy and Procedure Manual Required? Fall Conference November 3 - 6, 2019

  3. No… a manual is not required. However, federal regulations require schools to have written policies and procedures for the administration of the Title IV student assistance programs. Fall Conference November 3 - 6, 2019

  4. Why Create a Manual? • A well-written manual can improve your office by • Establishing clarity on guidelines, • Creating best practices, • Providing a home for organizational knowledge, • Streamlining updates and/or changes, and • Affording a routine structure for audit and program review experiences . Fall Conference November 3 - 6, 2019

  5. Why Create a Manual? • If selected to participate in a program review, the Department will ask, at a minimum, for your policies and procedures on: • Satisfactory Academic Progress • Admission Policy for Public or Private Nonprofit educational institution, Proprietary Institution of higher education • Ability to benefit • Payment of a Refund or Return of Title IV • Consumer Information • Verification • Selection and Awarding of FWS • Selection and Awarding of SEOG Fall Conference November 3 - 6, 2019

  6. Best Practices in Creating a P&P • Start creating a policies and procedures manual or cross-reference your answers to a manual that you already have developed. • Use the icons to assist in developing your own style. • Establish a team with members from all appropriate offices to assist in the writing and review of procedures. • Include a comprehensive calendar of activities related to student aid delivery, including dates and deadlines for students. • Develop a schedule to test, review and update your manual. Remember to inform staff of this schedule. • Use your manual to train your staff (and others) on the procedures. Fall Conference November 3 - 6, 2019

  7. FSA’s Outline for a P&P Section 1: Administrative Capability • 1.1 Adequate number of qualified person(s) to administer the Title IV Programs 1.2 Adequate Checks and Balances 1.3 Satisfactory Academic Progress 1.4 Conflicting Data 1.5 Fiscal & Cash Management 1.6 Financial Aid Counseling Fall Conference November 3 - 6, 2019

  8. FSA’s Outline for a P&P Section 2: Institutional Eligibility  • General Requirements • Updating Application Information • Admission Policy for Public or Private Nonprofit educational institution, Proprietary Institution of higher education, and Postsecondary Vocational Institution • State Authorization Fall Conference November 3 - 6, 2019

  9. FSA’s Outline for a P&P • Section 3: General Provisions • Certification • Title IV Refunds • Compliance Audits and Audited Financial Statements • Consumer Information • Verification • Professional Judgment & Dependency Overrides • Misrepresentation • Documentation • Secondary Confirmation • Ability to Benefit Fall Conference November 3 - 6, 2019

  10. FSA’s Outline for a P&P Section 4: Federal Perkins Loan Program  • Fiscal Procedures and Records • Forbearance and Deferment • Contact with Borrowers • Billing • Collection • Litigation • Cancellation Fall Conference November 3 - 6, 2019

  11. FSA’s Outline for a P&P Section 5: Federal Work-Study Program and Job Location and Development Program • Selection and Awarding of Students • Assigning FWS Jobs • FWS Fiscal Procedures and Records • Job Location and Development (JLD) Procedures and Records • Work Colleges Program Procedures and Records Fall Conference November 3 - 6, 2019

  12. FSA’s Outline for a P&P Section 6: Federal Supplemental Educational Opportunity Grant (FSEOG) Program  • Selection and Awarding of Students • FSEOG Fiscal Procedures and Records Fall Conference November 3 - 6, 2019

  13. FSA’s Outline for a P&P Section 7: Federal Pell Grant Program  • Calculating Federal Pell Grant Awards • Federal Pell Grant required and optional recalculations • Fiscal records and disbursement requirements for Pell Grants • Disbursement For Books & Supplies • Iraq and Afghanistan Service Grant Program Fall Conference November 3 - 6, 2019

  14. FSA’s Outline for a P&P Section 8: Federal Direct Loan Program • Borrower Eligibility for Federal Direct Loan/PLUS • Counseling Borrowers • Payment of a Refund or Return of Title IV • Administrative and Fiscal Control Fall Conference November 3 - 6, 2019

  15. FSA’s Outline for a P&P Section 9: TEACH Grant • Eligibility Determination • Counseling • Recalculation of TEACH Grant award amounts • Fiscal Control and fund accounting • Institutional reporting requirements Fall Conference November 3 - 6, 2019

  16. FSA’s Outline for a P&P • Appendix A: Acronyms and Common Terms  • Appendix B: Example of a completed policy and procedure  • Appendix C: Policies and Procedures At A Glance You can find the template for creating a manual on IFAP – Search policies and procedures. Fall Conference November 3 - 6, 2019

  17. Policies and Procedures Builder Fall Conference November 3 - 6, 2019

  18. Intended Uses of the P&P Builder Fall Conference November 3 - 6, 2019

  19. Fall Conference November 3 - 6, 2019

  20. Example of SAP Fall Conference November 3 - 6, 2019

  21. Example of SAP Fall Conference November 3 - 6, 2019

  22. Example of SAP Fall Conference November 3 - 6, 2019

  23. Example of SAP Fall Conference November 3 - 6, 2019

  24. Example of SAP Fall Conference November 3 - 6, 2019

  25. Start Page Fall Conference November 3 - 6, 2019

  26. View Manuals and Assignment Summaries Fall Conference November 3 - 6, 2019

  27. Select the section to edit Fall Conference November 3 - 6, 2019

  28. Direct Links to Compiled Regulations and Other Resources Fall Conference November 3 - 6, 2019

  29. Enter Content into Template Fall Conference November 3 - 6, 2019

  30. Populates if Assigned Fall Conference November 3 - 6, 2019

  31. Indicate if Complete Fall Conference November 3 - 6, 2019

  32. Assign items to others Fall Conference November 3 - 6, 2019

  33. Fall Conference November 3 - 6, 2019

  34. Questions? Dana Kelly kellyd@nasfaa.org Fall Conference November 3 - 6, 2019

  35. TELL US HOW WE DID! • Please use the link below to complete a quick evaluation of this session. • Session title: Policies and Procedures • Evaluation link: http://tinyurl.com/y2633ola Thank you for attending. NCASFAA Fall Conference, November 3-6, 2019

  36. Thank YOU Professional Affiliates! Fall Conference November 3 - 6, 2019

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